aditi lanka, security services, vip bodyguard services, sri lanka
aditi lanka, security services, vip bodyguard services, sri lanka
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Aditi lanka

Aditi Securing Your Future

Fire Safety Management Audit

Introduction

This document is intended to provide a summary of the Aditi Lanka Fire Audit process, together with details of the audit specification. The Fire Safety Management Audit process involves an in-depth examination of an organization’s fire safety management system(s) and associated arrangements. The audit focuses on the key aspects of managing fire safety within the workplace and offers a structured path for continual improvement towards best practice status. Utilizing extensive industry experience and acknowledging aspects of universally recognized management systems and fire safety standards, Aditi Lanka has developed a fire safety management audit model that objectively evaluates preventive and protective fire safety management systems and arrangements against current best practice techniques.

The Fire Safety Management Audit is carried out using the following process of objective verification: The auditor will review all aspects of the organization’s fire safety management system and supportive arrangements against the requirements of the Aditi Lanka Audit specification. The auditor will also assess the effectiveness of the implementation of these arrangements through an inspection of relevant (agreed) site(s) and sampling of operational activities. During the audit process, management, staff, and other stakeholders will be interviewed (as agreed) to confidentially discuss aspects of fire safety management relevant to their roles and responsibilities. A subsequent report is produced identifying the strengths and areas for continual improvement within the organization’s health and safety management systems. The report also includes observations and recommendations, together with action planning, for consideration.

FIRE SAFETY MANAGEMENT AUDIT

  • Fire Safety Management Audit process steps
  • Review of fire safety management documentation
  • Interview with management, staff, and other stakeholders
  • Site tour, inspection, and operational sampling
  • Inspection of automatic fire detection systems and planned maintenance regimes
  • Assessment of occupancy levels means of escape, access, and egress arrangements for persons with specific needs during an evacuation event
  • Internal performance measurement, monitoring, and review arrangements

The ADITI LANKA Fire Safety Management Audit is a comprehensive review of an organization’s documented fire safety management system and robust observation and inspection of how effectively the arrangements are implemented across the workplace.

 

Aditi Recommendations for Improvements

The Aditi Lanka Fire Safety Management Audit is a comprehensive review of an organization’s documented fire safety management system and robust observation and inspection of how effectively the arrangements are implemented across the workplace. Areas of the system considered as good (or best) practice will be identified within the subsequent report together with any identified issues requiring recommendations for continual improvement. Any such areas identified as being likely to cause serious and/or imminent danger or will present a risk to life due to a fire occurring will be immediately notified to the relevant client representative. In these unlikely circumstances, it will be expected that immediate actions will be taken by the relevant client representative to rectify, or reduce to an acceptable level, any identified high fire risk areas to an appropriate standard in the presence of the auditor.
Aditi Lanka will also provide an AutoCAD drawing of the building with recommendations. Aditi can also assist in acquiring all necessary government approvals for the building. It also will proves the client with a comprehensive fire audit and recommendations report and the after support in installation and maintenance as well.

 

Audit Report and Action Planning

 

 

Upon completion of the audit process, a comprehensive report is prepared by the auditor and will be issued within a maximum of 5 days. The report content will include:

  • Executive summary and background information
  • Observed strengths and recommendations for continual improvement
  • Workplace fire safety observations
  • Report content plus prioritized (red/amber/green) recommendations.
  • Action planning tables.

The recommendations against the requirements of the Fire Safety Audit specification are presented in a tabulated color-coded format as per the key below.

 

Color code Priority Definition
HIGH 7-day actions Recommendations to
be implemented as a priority 1 action
MEDIUM 28-day actions Recommendations to
be implemented as a priority 2 action
LOW No time-bound action(s) required Monitor
existing arrangements in this area to

maintain conditions and ensure continual improvement

 

The red coded differential indicates where significant remedial actions are considered as Priority One status requiring remedial action(s) within seven 7) days. In the event of any observations requiring immediate action due to serious and/or imminent danger, the auditor will liaise with the appropriate client representative to ensure suitable action is undertaken. The amber/yellow coded differential indicates remedial actions are required within twenty-eight (28) days. The green coded area indicates no timebound remedial actions are required. However, the organization must monitor these elements to maintain current conditions and demonstrate continual improvement. The action planning tables are also designed to allow the organization to plan for the implementation of the recommendations by populating relevant columns as appropriate. If any elements of the audit are considered as not applicable, then these will be indicated as “N/A”. As with any time-bound audit, observations and recommendations made are based upon the scope and depth of information and conditions available during the audit process.

 

Preparing for the Audit

For the audit process to be as effective as possible, it is considered important that pre-audit preparations are agreed upon and completed. Once all logistical arrangements have been confirmed with the relevant Aditi Lanka management representative, the allocated auditor will make contact with the appropriate person within the organization no later than ten (3) days before the audit start date to discuss and agree with the audit details (timings, interviews, site inspections, induction process, security / PPE arrangements, etc). This document outlines the various forms of information and documentation that the auditor is likely to request for review, together with personnel who may be requested for an interview. It would be advantageous if relevant documentation is readily available (either electronically or in hard copy) for the auditor. Some of this material may be retained by the auditor during the audit process (with the explicit consent of the auditee). All Aditi Lanka auditors are mindful of operational demands and requirements and will apply as much flexibility with the audit schedule as is reasonably practicable to accommodate such matters.

 

Standardization and Quality Assurance

Aditi Lanka auditors are appropriately qualified, highly experienced health, safety, and fire safety professionals who are subject to robust internal quality assurance and appraisal process, in addition to the requirements of relevant professional bodies with whom they are members. All audit reports are technically verified and quality endorsed before being issued to clients. Auditors are also subject to “on-site” monitoring (subject to client agreement) on a sampling basis. Mandatory auditor standardization meetings also take place on a regular basis. This specification document is reviewed at least annually to reflect changes in legislation and relevant developments and trends in fire safety management best practice techniques.

 

Specification Details

  • Fire Safety Planning
    • Fire safety policy (scope, nature, and scale)
    • Structure (roles, responsibilities, accountabilities & authorities)
    • Stakeholder consultation and participation.
    • Legislative (and other requirements) compliance
    • Provision of resources and support
    • Leadership and commitment
    • Management of change
    • Competence and fire safety training requirements
    • Emergency incident and post-event planning
    • Fire detection systems (design)
  • Implementation and Operation
    • Fire risk assessment process
    • Fire detection & alarm systems (including planned maintenance)
    • Firefighting equipment and fixed Installations
    • Fire evacuation procedures, occupancy levels, and means of escape routes
    • Fire safety training
    • Fire doors and emergency lighting
    • Storage and control of flammable and hazardous substances
    • Management and control of electrical fire hazards
    • Implementing emergency incident and post-event recovery controls
    • Implementing fire safety preventive and protective controls
  • Evaluation and Review
    • Workplace fire safety inspection
    • Evaluation of fire safety legislative (and other) requirements
    • Fire incident and near-miss reporting & investigation
    • Fire loss/damage analysis
    • Continual improvement (evaluation and planning)
    • Management review and internal performance monitoring

“IT’S BETTER TO BE
SAFETY-CONSCIOUS THAN
UNSAFE AND UNCONSCIOUS”

 

Specification Guidance

 

Fire Safety Policy (Scope, Nature, and Scale)

Purpose and Scope

To ensure that senior management has documented a fire safety policy statement endorsed by CEO/MD including an organizational structure and arrangements for implementation. To confirm that the arrangements for the effective communication, implementation, maintenance, and development of the FSMS are effectively led by senior leaders.

Typical Information & Evidence Requirements

Is there a detailed fire safety policy statement endorsed by CEO/MD within the last 12 months with a suitable structure and arrangements? Does this include the nature and scale of the fire safety policy and is it appropriately scoped and relative to the context of the organizational activities.

Possible Interviewees

CEO/MD Board of Directors and Fire Safety Manager.

 

Structure (Roles, Responsibilities, Accountabilities, & Authorities)

Purpose and Scope

To confirm that the Fire Safety management system (FSMS) clearly defines and documents all fire safety roles, responsibilities, authorities, and accountabilities including named individuals or job titles. The FSMS should clearly identify minimum competency requirements for those with specific fire safety roles (including top management appointees).

Typical Information & Evidence Requirements

Is there a documented process for ensuring relevant fire safety competency requirements are fulfilled and adequately maintained? Does the process take into account differing levels of roles, responsibilities, ability, literacy, risk, and language?

Possible Interviewees

Fire Safety Director. Health & Safety Manager Fire Safety Advisor, Site Manager.

 

Stakeholder Consultation and Participation

Purpose and Scope

To ensure that a constitution and/or Terms of Reference (ToR) are documented and agreed upon for fire safety consultation across the organization. This document should define the needs and expectations of specific stakeholders including the role of employee representative(s) within the FSMS.)

Typical Information & Evidence Requirements

Within the FSMS there should be a documented constitution and evidence of a fire safety consultation and worker participation process e.g. a fire safety committee or part of an OH&S committee structure. Does this include worker participation in the development of the FSMS? Evidence of fire safety consultation in documented meeting minutes with timebound actions clearly recorded and completed.

Possible Interviewees

Fire Safety Director, Health & Safety Manager Fire Safety Advisor, Site Manager.

 

Legislative (And Other Requirements) Compliance

Purpose and Scope

To ensure that a documented procedure/process exists for the identification of applicable fire safety legislation (and other sector requirements).

Typical Information & Evidence Requirements

Is fire safety compliance measured, maintained, and evaluated? How does this ensure that senior management is updated on fire safety legislative changes that apply to the organization? A fire safety legislative register should be maintained.

Possible Interviewees

Fire Safety Director, Health & Safety Manager, Fire Safety Advisor, Site Manager, Supervisor.

 

Provision of Resources and Support

Purpose and Scope

To ensure sufficiently qualified and competent fire safety advice is available including personnel, training, finance, competent advice fire safety equipment, and support.

Typical Information & Evidence Requirements

Is there evidence in a business plan that fire safety resourcing is taken into account across the business?

Possible Interviewees

Fire Safety Director, Health & Safety Manager, Fire Safety Advisor, Site Manager, Supervisor.

 

Leadership and Commitment

 

 

Purpose and Scope

To ensure that there is an explicit commitment to provide training, information, instruction, and adequate supervision. Confirmation that there is demonstrable involvement by management at all levels in the development and implementation of the FSMS arrangements.

Typical Information & Evidence Requirements

Has a member of top management been designated with accountability and authority for fire safety? Is there any evidence of executive leadership (e.g. chairing fire safety meetings, engaging with staff via occasional fire safety inspections)? Regular high-level reviews of fire safety performance.

Possible Interviewees

CEO/MD Board of Directors, Senior Leadership Team.

 

Management of Change

Purpose and Scope

To confirm that there is a defined and documented process for managing all change affecting fire safety arrangements and legislation within the organization, including an assessment of potential fire risk resulting from the change.

Typical Information & Evidence Requirements

Documentary evidence of changes to operational fire control(s) Evidence of communicating fire safety changes to the workforce and fire safety training requirements arising from structural changes.

Possible Interviewees

CEO/MD Board of Directors, Senior Leadership Team, Fire Safety Director, Health & Safety Manager, Fire Safety Advisor.

 

Competence and Fire Safety Training Requirements

Purpose and Scope

To ensure that the FSMS clearly identifies the minimum competency requirements for those with specific fire safety roles (including top management appointees). Confirmation that roles and responsibilities include core fire safety competency requirements at all levels and functions.

Typical Information & Evidence Requirements

Specific documentary evidence within the FSMS that all required fire safety competency and training requirements are met. A fire safety training plan should be current and include all workers.

Possible Interviewees

CEO/MD Board of Directors, Senior Leadership Team, Fire Safety Director, Health & Safety Manager, Fire Safety Advisor.

 

Emergency Incident and Post-event Planning

Purpose and Scope

To ensure that senior management has identified all significant and potential fire emergencies and that these are subject to regular testing by live or desk-top exercises. To confirm that site senior management are fully aware of the need for the testing of contingency plans.

Typical Information & Evidence Requirements

Is there a current emergency plan documented including evidence of post-event action planning and testing, including staff debriefing & consultation?

Possible Interviewees

CEO/MD Board of Directors, Senior Leadership Team, Fire Safety Director, Health & Safety Manager, Fire Safety Advisor.

 

Fire Detection Systems (Design)

Purpose and Scope

To confirm that fire safety design and development includes specific arrangements for automatic fire detection (AFD) systems and/ or manual fire alarm call points.

Typical Information & Evidence Requirements

Is there a fire logbook or technical manual that provides evidence of correct fire detection and alarm design throughout the premises?

Possible Interviewees

CEO/MD Board of Directors, Senior Leadership Team, Fire Safety Director, Health & Safety Manager Fire Safety Advisor.

 

Fire Risk Assessment Process

Purpose and Scope

To ensure that the organization has undertaken suitable and sufficient fire risk assessments for the premises and that these were completed by a competent fire risk assessor.

Typical Information & Evidence Requirements

Documented fire risk assessments including completed remedial actions and regular workplace inspections.

Possible Interviewees

Fire Safety Director, Health & Safety Manager, Fire Safety Advisor, Site Manager or Supervisor.

 

Fire Detection & Alarm Systems (Including Planned Maintenance)

Purpose and Scope

To confirm that adequate fire detection is provided throughout the premises either automatic or manual depending on the FRA. To ensure that fire detection systems either audible or visual undergo regular planned maintenance and inspection.

Typical Information & Evidence Requirements

Is there a fire logbook maintained which provides evidence of weekly fire alarm testing, monthly emergency light testing, and examination of portable fire extinguishers? Is evidence available to prove that fire alarm and emergency lighting systems are serviced regularly by a competent engineer?

Possible Interviewees

Health & Safety Manager, Fire Safety Advisor, Site Manager, Supervisor.

 

Firefighting Equipment & Fixed Installations

Purpose and Scope

To ensure that there is adequate fixed/portable firefighting equipment available on site and that such equipment is maintained and serviced regularly. To confirm that relevant personnel has received training in the correct use and application of all provided firefighting equipment.

Typical Information & Evidence Requirements

A fire logbook or equipment servicing manual should be current and up to date clearly defining the firefighting equipment provisions. Including portable appliances and sprinkler or drencher and fixed CO2 or inert gas fixed firefighting systems.

Possible Interviewees

Fire Safety Director, Health & Safety Manager, Fire Safety Advisor, Site Manager, Supervisor.

 

Fire Evacuation Procedures, Occupancy Levels, And Means of Escape Routes

Purpose and Scope

To confirm that effective procedures are in place to ensure that all persons on site (including those with impairment of special needs) can safely evacuate to an agreed assembly point in the event of a fire emergency. To ensure that adequate means of escape from a fire are provided and maintained taking into account occupancy levels and travel distances to a place of safety. To confirm appropriate escape routes and exit signage plus emergency lighting is in place.

Typical Information & Evidence Requirements

Is there a documented fire evacuation procedure maintained with evidence of regular fire drill exercises recorded? Are the occupancy levels sufficiently measured to ensure safe evacuation along protected corridors, staircases, or routes? The width of evacuation routes and distances to a place of safety should be such that full evacuation can be achieved in a reasonable timeframe e.g. 2½ minutes. Are emergency escape and exit signage compliant with the Health & Safety (Safety Signs & Signals) Regulations?

Possible Interviewees

Fire Safety Director, Health & Safety Manager, Fire Safety Advisor, Site Manager, Supervisor.

 

Fire Safety Training

 

Purpose and Scope

To ensure that relevant fire safety training is delivered by a structured plan taking into account the level of risk?

Typical Information & Evidence Requirements

Is there evidence of a fire safety training plan that is delivered by an agreed training needs analysis and plan? Are individual training records maintained in line with appraisals?

Possible Interviewees

Health & Safety Manager, Fire Safety Advisor, Site Manager, Supervisor.

 

Fire Doors and Emergency Lighting

Purpose and Scope

To ensure that the premises have provisioned suitable fire doors along all protected escape routes and high fire risk areas under the Fire Safety Order. To confirm that appropriate emergency lighting is working and distributed according to the regulations.

Typical Information & Evidence Requirements

Is there documentary evidence that fire doors have been surveyed throughout the premises to ensure the correct duration? Are fire doors subject to regular inspection and maintenance? Are records available for the installation and testing of emergency lighting systems?

Possible Interviewees

Health & Safety Manager, Fire Safety Advisor, Site Manager, Supervisor.

 

Storage and Control of Flammable and Hazardous Substances

Purpose and Scope

Confirmation that there is a defined and visible control mechanism for safely using and storing hazardous substances and/or flammable materials within the organization?

Typical Information & Evidence Requirements

Are there documented COSHH (Control of substances that are hazardous to health) and if necessary DSEAR (Dangerous substances and explosive atmosphere regulations) assessments maintained. Is there evidence of safe usage, storage, and transportation of flammable substances?

Possible Interviewees

Health & Safety Manager, Fire Safety Advisor, Site Manager, Supervisor.

 

Management and Control of Electrical Fire Safety Hazards

Purpose and Scope

To ensure that a documented process is established for assessing and managing all relevant electrical safety risks. Confirmation that electrical safety testing and inspection regimes are in place and that no overloading of electrical sockets is permitted.

Typical Information & Evidence Requirements

Is there suitable evidence of statutory compliance with the Electricity at Work Regulations? Have checks been made to ensure that electrical sockets are not overloaded and that appliances are not in use without approval?

Possible Interviewees

Health & Safety Manager, Head of Estates and Facilities, Fire Safety Advisor.

 

Implementing Emergency Incident and Post-event Recovery Controls

Purpose and Scope

To ensure that senior management has provided relevant details and requirements of the emergency incident and post-event recovery procedures and assessments. Confirmation that these have been effectively communicated to staff, contractors, visitors, and relevant stakeholders.

Typical Information & Evidence Requirements

Is there sufficient evidence that emergency fire incident and post-event control measures are achievable and documented in a current emergency recovery plan?

Possible Interviewees

CEO/MD Board of Directors, Senior Leadership Team, Fire Safety Director, Health & Safety Manager, Fire Safety Advisor.

 

Implementing Fire Safety Preventive and Protective Controls

Purpose and Scope

To confirm that a process has been developed for identifying all potential fire emergencies that may adversely affect the organization. Ensuring that suitably detailed operational arrangements have been developed to provide adequate protection from fire including preventive measures.

Typical Information & Evidence Requirements

Are the emergency fire safety protective and preventive measures linked to fire risk assessment and change management processes? Is testing of protective and preventive controls included within FSMS programs and plans?

Possible Interviewees

Fire Safety Director, Health & Safety Manager, Fire Safety Advisor, Site Manager, Supervisor.

 

Workplace Fire Safety Inspection

Purpose and Scope

To ensure that the organization has suitable arrangements in place for completing fire safety workplace inspections by the level of risk and at agreed intervals e.g. weekly

Typical Information & Evidence Requirements

Are written inspection reports available for inspection including remedial action planning? Are relevant stakeholders demonstrably involved in the fire safety workplace inspection process?

Possible Interviewees

Health & Safety Manager, Fire Safety Advisor, site manager, or supervisor.

 

Evaluation of Fire Safety Legislative (And Other) Requirements

Purpose and Scope

To ensure that arrangements are well established for the monitoring of compliance with relevant fire safety legislation.

Typical Information & Evidence Requirements

Is documentary evidence available of proactive measurement against legislative requirements and are they appropriate to the levels of fire risk? Are statutory fire safety records retained for the correct period?

Possible Interviewees

Health & Safety Manager, Fire Safety Advisor, Site Manager, Supervisor.

Fire Incident and Near-Miss Reporting & Investigation

 

Fire Incident and Near-Miss Reporting & Investigation

Purpose and Scope

To confirm that effective procedures are in place to ensure that fires and near-miss incidents are reported, included in statistics, and analyzed. To ensure that all accident/incident reporting includes fire events.

Typical Information & Evidence Requirements

Fire incident reporting should be linked to both RIDDOR ( Reporting of injuries, diseases,
and dangerous occurrences regulation) and in-house accident and near-miss reporting. Investigation reports should be comprehensive and detailed.

Possible Interviewees

Health & Safety Manager, Fire Safety Advisor, Site Manager, Supervisor.

 

Loss/Damage Analysis

Purpose and Scope

To confirm that effective procedures are in place to ensure that fire loss events and near misses are included in statistics and analyzed. To ensure that any costs (actual and potential) of fire incidents, accidents, and ill-health are calculated and used to aid performance evaluation and review.

Typical Information & Evidence Requirements

Potential litigation costs (civil and statute) should be included within the evaluation and review of relevant insurance premiums regularly. Planned maintenance programs should provide evidence of loss/ damage evaluation and cost.

Possible Interviewees

Health & Safety Manager, Fire Safety Advisor, Site Manager, Supervisor.

 

Continual Improvement (Evaluation and Planning)

Purpose and Scope

To ensure that there is evidence documented to prove that the FSMS plan has been informed by previous audits and that progress has been made to action recommendations from it.

Typical Information & Evidence Requirements

Does the organization use the outcome of active (leading) and reactive (lagging) performance monitoring, (including top management review), to improve the FSMS? Is this available in an annual report?

Possible Interviewees

CEO/MD Board of Directors, Senior Leadership Team, Fire Safety Director, Health & Safety Manager.

 

Management Review and Internal Performance Monitoring

Purpose and Scope

To ensure that there’s a defined (documented) and visible process for the top-level management evaluation and review of FSMS performance. Do Board level reports confirm that fire safety performance is monitored and evaluated by senior leaders?

Typical Information & Evidence Requirements

Is there suitable evidence that the active (leading) and reactive (lagging) performance information prepared for the management review, includes the results of internal (and external) fire safety audits, internal & statutory inspections, accidents and fire incident statistics, and fire risk assessment reviews?

Possible Interviewees

Fire Safety Director, Health & Safety Manager, Fire Safety Advisor.